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Essentials in
Chapter business
Chapter Management Guide 2004
The magnum opus on all facets of chapter operations.
Updated: 11/11/2003 3:43:00 PM
10 Community Relations/Service
A chapter must work to earn the respect of its community. It should strive to be a credible and worthy organization making a valuable contribution to the quality of life in a community. The challenge for a respected chapter’s members is to maintain and improve upon its reputation.
The best way for a chapter to make its mark and garner public support is to provide quality entertainment demonstrating that barbershop harmony is a legitimate art form. To do this, members must commit to constant improvement in their musical craft.
Barbershop singers have also demonstrated that they enjoy helping others. This is evidenced by the millions of dollars Society members have contributed to national and local charities and the thousands of hours they have donated to help others experience a better quality of life. The opportunity to serve has never been dictated by anyone—it has evolved from our organization's first days. We enjoy our singing, we enjoy sharing our singing with audiences, and we are proud of the charitable mission that our singing has helped to promote.
10.1 Support the Society’s Charitable Mission through Harmony Foundation
10.1.1 What is Harmony Foundation?
In 1959, the Society established Harmony Foundation, Inc., an educational and charitable arm of the Society. The motto of Harmony Foundation is “Sing . . . for life.” This motto captures in three small words the life-enriching and life-skills programs we support through the hobby of barbershop harmony singing.
In 1995, Society President Dick Shaw appointed a task force to "examine ways in which the Foundation, or some successor entity, could contribute to Society goals by providing a vehicle for soliciting, receiving, managing and distributing charitable donations." In 1997, as a result of the task force’s recommendations, the Society Board of Directors reaffirmed the need for maintaining Harmony Foundation as a separate organization.
The Board also stated, "Harmony Foundation is to function as the fund-raising arm of the Society in support of the Society's charitable and educational purposes, projects and programs, to develop and manage Harmony Foundation assets, and to administer grant applications and awards. Fund raising involving solicitations from individual or corporate sources must be coordinated through Harmony Foundation."
In November 2000, the SPEBSQSA Board of Directors unanimously adopted a resolution to eliminate existing service projects and declare that, “it shall be the charitable mission of SPEBSQSA to preserve our musical legacy through support of vocal music education in our schools and communities.” They also made Harmony Foundation the Society’s official charity.
Harmony Foundation actively guides all fund raising for the benefit of the Society. That includes annual, capital and planned giving from individuals, corporations and foundations. It also guides the growth of an endowment program. In addition, the Foundation actively seeks grants.
10.1.2 The President’s Council—A leadership giving program of Harmony Foundation
(This program is expected to launch in the fall of 2003 following some final approvals.)
The Board of Trustees of the Harmony Foundation created the President’s Council as an opportunity for our barbershop community’s leading citizens by to further their commitment through annual gifts of $1,000 or more. Members of the President’s Council receive special recognition for their distinguished support of the Barbershop Harmony Society.
Nowhere is the spirit of caring and community more evident than in the distinguished group of individuals who participate in this leadership giving program.
The President’s Council will be led by a cabinet composed of council members. An annual President’s Council Award will be presented to a member who makes an outstanding contribution to the Foundation and the Society.
Membership in the President’s Council is open to Society members and non-members alike. Individuals who contribute an unrestricted gift of $1,000 or more to the Harmony Foundation by the close of the program year (June 30) are offered membership. That membership is sustained by an annual contribution and includes the donor’s spouse.
The President’s Council Membership Levels
- The Partner—a response of significance. Membership with an annual gift of $1,000 - $4,999
- The Advisor—a relationship of trust and distinction. Membership with an annual gift of $5,000 - $9,999
- The Director—a commitment of unquestionable consequence. Membership with an annual gift of $10,000 or more
10.1.3 The Founder’s Club—Preserving beyond a lifetime
O.C. Cash loved barbershop singing and dreamed of spreading its harmony throughout the world. He set that dream in motion in 1938. His dream continues today in the hearts and voices of tens of thousands of Barbershoppers and their families throughout North America and is spreading to affiliate organizations on other continents.
The Founder’s Club was created to provide a way for men and women to join in Cash’s dream in a way that is in reality a living memorial.
There are many ways for people to become a member of the Founder’s Club and be a part of keeping the dream alive. These gifts, made during life or through estate plans, strengthen the Society and its programs so that others may continue the tradition of producing harmony
Endowments
Endowed gifts are held in perpetuity. The Foundation invests the initial gift and spends only a portion of the average annual investment return. The remaining income is reinvested with the principal as protection against the eroding effects of inflation. Thus, the benefactor who makes an endowment gift today finds gratification in knowing that it will grow and continue to support its intended purpose far into the future.
Planned Giving
Many say, “I truly want to help. I only wish there were some way I could make a gift that really made a difference.” Planned giving is the key to making a gift that may seem beyond reach.
These are some of the examples of planned giving opportunities:
- Outright Gifts: Cash, Stocks & Bonds, Tangible Personal Property, Real Estate
- Life Income Gift Plans: Charitable Remainder Trusts
- Income to Harmony Foundation: Charitable Lead Trusts
- Beneficiary Designations: Retirement Programs, Deferred Compensation Programs, Life Insurance Policies
- Gifts in Your Will: Fixed Amount, Certain Percentage of Estate, Remainder after Specific Distribution
The following are the levels of Founder’s Club membership.
(New Membership Levels effective 1/1/04)
- Diamond Level Members with gift commitments of $1,000,000 or more
- Platinum Level Members with gift commitments of $500,000 - $999,999
- Gold Level Members with gift commitments of $100,000 - $499,999
- Silver Level Members with gift commitments of $50,000 - $ 99,999
- Bronze Level Members with gift commitments of $10,000 - $ 49,999
- Current members are “grandfathered” into the program
Harmony Foundation will provide counsel on the how the current tax laws apply to financial decisions donors make. This will be accomplished through financial seminars provided at the international and midwinter conventions and through literature available both in print and on-line.
Founder’s Club members receive an exclusive invitation to a special event at the midwinter convention where they will receive the latest information on the Society plans for the future and how Founder’s Club members will, in fact, ensure the future of the Society.
Additional recognition details are still being developed.
10.1.4 Tribute Gifts—Remembering special times and special people…
It is difficult to find words that describe the truly special times of our lives…and the special people in our lives. How do we express the joy of a newly born life? The grief for a lost loved one? The gratitude for a lifetime of support and friendship? Or just a message of love and caring to someone special on a birthday or anniversary?
Tribute gifts are given in honor of someone to celebrate an event in life his or her life or in memory of the life of someone who has passed away. The camaraderie among Barbershoppers and the respect they have for their friends make this a very popular program in which to participate.
Tribute gifts, unless arranged otherwise, are placed in the unrestricted endowment fund.
When contributions in someone's memory reach $250 or more, his or her name is placed on a beautiful plaque. The Foundation is in the process of developing a new plaque system that can be accessible to those who may never see the one at Society headquarters.
10.1.5 Grant Services
The grant education program has been successfully launched by a committee established about a year ago. The Grant Services Program is led by a five-person steering committee made up of some of the best grant practitioners and instructors available. The committee oversees the quality of instruction, promotion of seminars, satisfaction of the students and effectiveness of the training materials.
The Foundation is pleased to incorporate the program as a key development strategy within its overall program. Grants Education Services will work at all levels of the Society to lead development initiatives and to provide the staff and process to garner support for chapters, districts and the Foundation.
- At this printing, the Foundation is searching for a fulltime experienced professional to serve as director of grant services. This is the first time that the Foundation or the Society has made this kind of investment in such a position.
- The Foundation has secured the professional services of a grants consultant to ensure that the grants startup function is properly supported and that the best research resources are available to it.
Almost every district has a Grant Education Chairman who has been trained to both lead the development and promotion of seminars for chapter chairmen and answer questions from chapters during the grants seeking process. Approximately 50 chapters succeeded during this first year in having grant requests funded.
The focus so far has been on public grants. Future training will include corporate and private foundation grant seeking. As a result, the base of potential funding is expected to expand significantly.
10.1.6 How do you support Harmony Foundation?
An individual, quartet or chapter may make a donation. Whatever the project, a chapter should set a goal for its annual contribution and outline how it plans to achieve that goal. Some chapters:
- Donate a percentage, typically 10 to 20 percent, of the net profits from shows.
- Stage a special show strictly in support of Harmony Foundation.
- Donate fees from one or more performances.
- Encourage all members to participate personally in appeals from the Foundation at a level that is appropriate for them. Some can send $45 in response to a direct mail appeal, some can sign up for $10 a month to come out of their checking account, and others can join the President’s Council at $1,000 or more.
- Encourage all members to join the Founder’s Club and help to ensure that barbershop harmony will live forever.
- Donors to the Foundation can participate in the Employee Matching Gifts Program and have their gift doubled or tripled by their employer.
Send contributions on a regular basis. Do not hold the contributions until the end of the year, as the Foundation depends on continuous funding.
Send all contributions for the Harmony Foundation General Fund and Endowment Program to:
Harmony Foundation
7930 Sheridan Road
Kenosha, WI 53143-5101
10.1.7 What are the Harmony Foundation awards?
This section will be evaluated and redesigned to reflect the reward and recognition that is appropriate for the new development programs of the Foundation.
10.1.8 Consult your District Vice President of Financial Development
Every district has a District Vice President of Financial Development. They are the Foundation’s representatives within each district. They are trained to understand the scope of the Foundation’s programs and should be an excellent resource for their district’s chapters. Every district is also in the process of recruiting, training and deploying chairmen of specialized programs. These programs are the President’s Council, Grant Education and Founder’s Club.
You may address questions or comments to the Harmony Foundation office, 800-876-7464 x8446. The e-mail address is hf@harmonyfoundation.org
RESOURCES
- Harmony Foundation Web site: www.harmonyfoundation.org
- District Vice President of Financial Development
- Grant Services Program
10.2 Community Relations/Service—Basic Level Activities
10.2.1 Book low-key performances
Solicit quality public performances. To gain public recognition, a chapter must perform in front of audiences. The more a singer performs in public, the more he gains from the experience.
When singers are at an early stage of musical development, perform for audiences where singing quality may not be a primary consideration, as in nursing homes or children’s hospital wards.
Consult with your chapter counselor or District Vice President for Music and Performance to assist your chapter with a selection of beginning repertoire designed for singers at the basic level.
10.2.2 Participate in “good neighbor” work
Get involved and make a difference. Volunteer for community activities such as annual highway litter clean-ups or community garage sales.
10.2.3 Provide staffing for school groups and other charities
Help out at a school's music concert or contest. Service groups often need warm, friendly people to help out with their charity events. Consider donating time to such a cause—whether it's selling tickets, making phone calls or filling sandbags.
10.2.4 Donate money to a cause
Make a cash donation on behalf of your chapter to a worthy local cause that supports the SPEBSQSA charitable mission.
10.3 Community Relations/Service—Intermediate Level Activities
10.3.1 Perform at charitable fund-raisers
At the intermediate level, the chapter is sounding better and has the singing ability to make more public appearances. Schedule performances at charitable fund-raisers. Partner with a local charity—you provide the talent and organize the show, they sell the tickets. This enables your chapter to make a valuable contribution to a worthy cause, get more performing experience, and heighten its recognition within the community.
10.3.2 Participate in parades
Quartets can parade in pickup trucks with a sound system. The chorus, or a portion of the chorus, can parade on a flatbed truck or hay wagon using a sound system. You can record the chorus and play back the music over a sound system while the chorus sings along.
The chapter may recruit members from a parade appearance, and the chorus or quartets may book performances. A parade appearance may also attract advertisers for the next show program, or sponsors with donations of money or goods. Parades are fun for members and family members. A parade entertains the public and lets them know that the Society and the local chapter exist.
10.3.3 Provide performance opportunities
Invite a school or community singing group to perform on your annual show. This will give the group exposure and probably will bring additional audience members to your show. Be sure to make a donation to their music program.
10.3.4 Apply high-level skills to community events
Your chapter has members with a wide range of backgrounds, jobs and abilities. Encourage your members to contribute some of their experience and special skills to the community. Avoid issues that involve political entanglements.
Examples: A housing contractor might provide input into the building of a community hall. An accountant might work on the budget for a community project. A writer might draft sample letters or brochures that the community could use to advertise the benefits of living there. The writer should not write political campaign literature while representing the Society.
Society and chapter non-profit tax status prevents members from openly endorsing political causes. Individual members, however, may speak out in favor of music education at school board meetings and other political forums as long as they do not represent themselves as official Society spokesmen.
10.3.5 Establish an Award of Harmony program
The Award of Harmony program recognizes a deserving individual in the community, a person who is known and respected and best represents through his or her life and efforts the truest meaning of “harmony.” It's an excellent program to cement relations between your chapter and your community.
RESOURCES
- Award of Harmony Program ( stock no. 4225)
10.3.6 Help other organizations with their publicity
Offer to assist another organization with its event. For example, your chapter could help organize the event and its promotions or sell tickets. This type of cooperation generates favorable publicity for your chapter and fosters positive community relationships.
RESOURCES
- Chapter Marketing Ideas ( stock no. 4083 and on-line)
10.3.7 Donate money to worthy causes
In addition to your chapter’s support of Harmony Foundation, select a local group or cause that you would like to support and make a donation on behalf of your chapter. Ensure that your chapter is recognized for its contribution so that the community knows you are an active supporter.
10.4 Community Relations/Service—Advanced Level Activities
10.4.1 Mentor and teach others how to succeed
Advanced level chapters have individuals with specialized skills and talents that can help other community groups in their efforts to succeed. Partner with a community organization and share your talents. You might be able to teach them how to recruit members, to plan a fund-raising event, or to generate media coverage.
10.4.2 Educate the community about the value of barbershop harmony
An active barbershop chapter can have a positive effect on a community and enhance the quality of life in that area. Barbershop harmony provides chapter members with a challenging and rewarding hobby. It presents citizens with entertaining performances, supports various groups and organizations with financial and non-monetary support.
The chapter can educate community leaders, and members of the general public, about these various influences. Chapter leaders get this message across through public relation initiatives, membership campaigns or through performances.
A chapter has an economic impact on a community. The chapter and its members use community services and facilities. Barbershop conventions attract visitors who spend money in the area. Make sure that civic leaders are aware of this impact. Attend meetings held by your chamber of commerce and convention and visitors bureau. Provide them with regular updates about your events.
10.4.3 Get out and network
Make your chapter visible. Participate in community events and associations. The more you are seen as an active and contributing member of the community, the more you will be recognized for your efforts.
RESOURCES
- Harmony Foundation Web site: www.harmonyfoundation.org/
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